If it's important, write it down! Information is of no enduring use to anyone (including yourself) if it only exists in your head.
When you document something that is relevant to your University role, or has some continuing value to the University, capture it as a "University" record.
Ensuring records are reliable
Documents should be a true and accurate picture of what happened, and they shouldn't be interfered with at a later date.
Ensuring records are locatable
When filing a record, don't just consider whether you will be able to find it again, but whether others will be able to find it in the future.
Managing access to records
Managing who gets access and on what terms is just as important as capturing documents in the first place - but the University should only restrict access to its records when there is a good reason to do so.
Storage and retention of records
Keep records for as long as the law and commonsense requires, and store them in a safe place where they will be preserved in good condition and can be located with minimum effort.
Disposal of records
If you register the existence of records in Content Manager, then disposal and archiving will occur automatically.